What are the responsibilities and job description for the Construction Project & Billing Coordinator position at Paychex?
We’re currently looking for a Construction Project & Billing Coordinator to join our growing team. This is a great opportunity for someone who’s detail‐oriented, organized, and interested in growing their career in construction.
The Project & Billing Coordinator reports to the Director of Construction/Development and plays a key role in supporting all aspects of construction project management and financial administration. This position combines project coordination, contract administration, permitting support, and construction billing/accounting functions for commercial real estate development projects including new construction, remodels, capital improvements, and tenant buildouts.
The ideal candidate will ensure projects remain on schedule, within budget, and fully compliant while maintaining accurate financial tracking, documentation, and reporting.
KEY RESPONSIBILITIES:
Project Coordination & Management
- Support the Director with day-to-day project management activities across multiple construction projects
- Track project schedules, milestones, and critical path timelines to ensure timely completion
- Coordinate with architects, engineers, contractors, vendors, tenants, and municipal agencies
- Monitor permitting processes and approvals to prevent delays
- Attend project meetings and provide status updates and reporting
- Conduct site visits as required to monitor progress and compliance
- Assist in obtaining inspections, permits, and required approvals
Contract Administration & Documentation
- Prepare and manage contracts, bid packages, and project documentation
- Solicit and evaluate bids, proposals, and pricing
- Analyze contract documents to ensure accuracy and compliance
- Track and coordinate Change Orders, RFIs, and RFPs
- Maintain organized project files including plans, permits, contracts, and reports
- Manage subcontractor and vendor database
Construction Billing & Financial Management
- Process vendor invoices, billings, and AIA payment applications
- Review billing requests against contract terms and budgets for accuracy
- Maintain and update project budgets, billing logs, and financial reports
- Prepare monthly construction draw packages for lenders with all required backup documentation
- Assist with payment processing and respond to vendor inquiries
- Track Notices to Owner, lien releases, and sworn statements
Reporting & Compliance
- Provide regular project and financial status reports to leadership
- Monitor budget compliance and identify discrepancies or risks
- Assist with permit close-outs, lien tracking, and project close-out documentation
- Ensure all documentation is complete, accurate, and audit-ready
QUALIFICATIONS:
- Experience with construction billing, contracts, or project management preferred
- Strong understanding of construction processes, contracts, and financial tracking
- Proficiency in Microsoft Office (especially Excel), Outlook, and Adobe
- Excellent organizational, analytical, and problem-solving skills
- Ability to manage multiple projects and shifting priorities
- Strong communication and interpersonal skills
- High attention to detail and accuracy
- High School Diploma required; college degree preferred
BENEFITS:
· Fully paid health, vision and dental insurance
· All federal holidays are paid
· Paid vacation and sick time
This role offers an opportunity for growth into a Project Manager role, along with exposure to a stable, long‐term development pipeline across South Florida. If you’re looking for stability, long‐term career growth, and the chance to be part of a strong development team, we’d love to hear from you.
Apply today and submit your resume for consideration.
EOE